Accommodation Process

Employee Disability Interactive Process

The Employee Disability Accommodation Process is a collaborative and interactive process between the staff member, the supervisor (if necessary), Human Resources and the Office of Equity & Access (OEA) (if necessary).  An Employee Disability Accommodation Request Form is available for your convenience. OEA is responsible for coordinating and overseeing this process for all employees. Please feel free to contact OEA with any questions or concerns.

Step 1. Submit Accommodation Request to OEA

• Complete the Employee Disability Accommodation Request Form (Online / DOCX )
• Provide all necessary information and documentation to establish a medical, physical or mental impairment(s).
• Indicate which job function or benefits you are having trouble performing or accessing due your limitation.
• Identify suggested or preferred accommodation(s).

Step 1a. Discuss with supervisor

• Simple accommodation requests – such as request for an inexpensive item or device – may be able to be handled with by completing the Employee Disability Accommodation Request Form and having a private conversation directly with your supervisor.
• You are NOT REQUIRED to discuss the details of your impairment with your supervisor.
• If the employee and supervisor agree on an accommodation documentation must be forwarded to OEA.
• Accommodations that cannot readily be handled by your supervisor will be referred to OEA.
• Do NOT provide medical information or documentation to your supervisor.

Step 1B. Request through Human Resources

• Often employees returning from leave due to FMLA or Workers Compensation Cases may require an accommodation to return to work.
• These employees or their medical professionals may inform HR during this process of  the need for an accommodation.

 

Step 2. OEA Gathers Information

• It may be necessary for Stony Brook to obtain information from your medical provider(s) in order to document your impairment and/or get suggestions for a safe and effective accommodation.
• It is the responsibility of the employee to obtain and submit to OEA any necessary information to establish your impairment.
• The Employee Disability Accommodation Request Form and the Employee Disability Accommodation Medical Inquiry Form (DOCX) is available for your convenience.
• Please contact the appropriate HR office to obtain a copy of the job description and/or performance program to provide to your medical provider for reference.
• OEA may also contact the Supervisor or Department to determine the essential functions of the position and the potential impact of any particular accommodation on the department or unit.
• Medical and other information should not be returned to your supervisor – it should be returned to OEA.

 

Step 3. Explore Options

• This is the time for brainstorming and considering what may work
• It is important all parties keep an open mind.

 

Step 4. Select & Implement

Step 4A: OEA Selects Accommodation

• OEA will make the final determination.  If more than one option is available, OEA will consider the preference of the employee taking into account other factors such as cost and the impact on the department or unit.
• OEA may request clarification from your medical provider(s) to determine accommodation.
• Employees and the Supervisor or Department (when necessary)  will be sent written notification of the accommodation determination by OEA.
• If you have questions or concerns, you may contact the ADA Coordinator, Marjolie Leonard. Please contact (631) 632-6280 or oea@stonybrook.edu.

Step 4B: Implement Accommodation

• Proper installation and training - any new equipment must be properly installed an the employee may need training in its proper use.  
• Similarly reassignment of job duties may require training.
• Schedule changes, policy modification and installation of furniture or equipment may require notification of esential personnel.

Step 4C: Ensure Privacy of Employee

• Essential personnel and only essential personnel should be notified about the accommodation.
• Supervisors and employees should be prepared to answer questions regarding the accommodation without revealing it was the result of an accommodation.
• Communicating that the employee has a disability or a disability related accommodation is prohibited by law.

 

Step 5. Monitor Accommodation

• Accommodation must be monitored to ensure that it is effective and that is stays effective.
• Updates to accommodation may be required if maintenance is required (physical or software) or if employee's condition changes.
• Communication is key -- OEA cannot be on the ground -- Supervisor and employee must work together to ensure that accommodation remains effective, safe and well maintained.
• If changes are required, it may be necessary to repeat the Interactive Process. 

Forms

Employee Accommodation Request Form

Employee Accommodation Medical Form (DOCX)